University of Wisconsin KnowledgeBase

TL - ESS Report Elapsed Time

GENERAL DESCRIPTION:

This procedure offers steps for entering elapsed time through Employee Self Service (ESS). This procedure assumes you have entered absence takes before entering time in the timesheet. This procedure will be used by FLSA exempt employees and Faculty/Academic Staff/Limited Appointment (FA/AS/LI) (Unclassified) hourly employees.

After the logon, you will be at the Main Menu > Self Service - Time Reporting > Report Time page. Click the Timesheet or Web Clock link. For instructions for how to report time using the Web Clock, please refer to user procedure TL - Clock In and Out With Web Clock (Employee).

If you only have one job, you will be taken to the timesheet, as shown in the next step. If you have more than one job, determine the job for which you are entering time by Working Title and Department Description and click the Job Description hyperlink.

The default timesheet view is for the current two week time period, defined by the biweekly pay periods.

If you want to see the timesheet for a day or week, select the View By drop down and choose the view you want.

Note: If you are a new hire, rehire, returning from a work break, or if you had a job change which changed your workgroup from punch to elapsed or elapsed to punch, select View By: Week. Please refer to user procedure TL - Using Timesheet View By procedure for more detail.

In the Date field, select the day or week you want to view and click Refresh.

If the timesheet has a default work schedule and the schedule accurately reflects the hours worked with no deviations to your time for the period, click Submit to submit your time.
Note: If you had absence takes for the time period, absence information should be entered before submitting time in the timesheet.

If you have a timesheet, you do not have to submit your hours each pay period. The Time Admin job runs multiple times a day and will automatically process scheduled hours. The only time you have to go to your timesheet is if the actual hours you worked are different than your scheduled hours.

Timesheet with no change to schedule

If you worked hours which are different from the default work schedule, the day's hours quantity must be changed. The next steps will show how to enter or make changes in the elapsed timesheet.

To enter time in the elapsed timesheet, click in the day's time field. Then you may overwrite the time, replacing it with the corrected hours, or delete the default hours and then enter the corrected hours. After you click Submit, any change to default hours will cause an additional row of time to be added in the elapsed timesheet, as shown below.

Elapsed timesheet showing no deviation to scheduled hours

FLSA exempt employees and FA/AS/LI (Unclassified) hourly employees will report time in quarter hour segments. Use the following chart to enter segments of time.

The default Time Reporting Code (TRC) is blank. Within reported and payable time, it defaults to Regular hours. It is not necessary to select TRC REG00 for "regular" work.

If the worked hours should be allocated to another TRC, scroll to the right of the timesheet and select the '+' button to add a new row.

After the row is added, select the additional TRC from the Time Reporting Code drop-down and enter the number of hours worked in the new row's blank field beneath the respective date. Please refer to user procedure TL - Time Reporting Codes Overview for an overview of Time Reporting Codes.

A sample of elapsed Time Reporting Codes is shown below.

Repeat the process to add new rows for every additional TRC and enter the number of hours worked beneath the respective dates.

If the reported time is to be allocated to a Taskgroup or Task Profile other than the default value, click on the respective look up and choose from the selections. At this time, only UW Madison Athletics, UW Madison Housing, and UW Stout will use Taskgroup and Task Profile ID. Please refer to user procedure TL Taskgroup/Task Profile Reference Setup for more information.

NOTE: At the far right of the timesheet are two selections and fields for Rule Element 1 (Comp) and Rule Element 2 (Lunch durations). These two fields do not work within the elapsed timesheet.

For example, an employee works more than the scheduled 8 hours on 2/09 and 2/10 and is eligible to receive overtime pay. Under the respective dates, enter the number of hours of additional work as shown below.

Not all FLSA exempt staff are eligible for night and weekend differential because of the total job concept. If eligible, this section outlines how to enter night and weekend differentials for eligible FLSA exempt employees in the elapsed timesheet. In order to pay night and/or weekend differential to FLSA exempt employees in the elapsed timesheet, Time Reporting Codes must be selected and number of hours must be entered.

In the elapsed timesheet, scroll to the right and click ('+') to add a row on the applicable day.

For example, an employee works within the night differential period on 2/06, 2/09, and 2/13 and within the weekend differential period on 2/11. Under the respective dates, enter the number of hours which apply to the night or weekend work as shown below.

The default Time Reporting Code (TRC) is blank. Within reported and payable time, it defaults to Regular hours. It is not necessary to select TRC REG00 for "regular" work.

If you worked hours which should go to another TRC, select the TRC from the drop down list. If more than one TRC is needed for the day, add a row for the date. Please refer to user procedure TL - Time Reporting Codes Overview for more information.

If you were on Stand-by and called back to work, or if you were just called back to work, and if time is already entered for the day, add a row for the day of call-back, enter the amount of time of call-back work, and select the Call-back Time Reporting Code from the drop-down. The Time Administration rules will process the appropriate required hours. For example, if you only work for an hour but the union rules call for employees to get 2 ½ hours paid, then the Time Admin rule will create the additional payment. In like manner, if you work over the minimum required amount (4 hour of work in contract) or greater, you would still use the code, but the rule will see you worked over the required minimum and will create payable time for the actual worked hours.

Example of elapsed timesheet without assigned work schedule

Enter time in the same manner as someone with an assigned schedule (as shown above). In the elapsed timesheet, enter the number of hours for each worked day.

NOTE: Do not use Rule Element 2 for a lunch selection. Rule Element 2 does not work for elapsed time reporters.

The Time Reporting Code is left blank if the worked hours are going to Regular time. If you did work which should go to another TRC, use the TRC drop-down to select the TRC from the list. Please refer to user procedure TL - Time Reporting Codes Overview for more information.

You have an assigned schedule in which you work more than 40 hours in one week and less than 40 hours in the other week (e.g. 44-36, 45-35). Please see the example below of how you would enter time for the two weeks.

If an FLSA exempt employee is making up time for week 1 (left early), you should probably use ALTWK for the extra hours of work in week 2 instead of using the overtime TRC EOT codes. However, this will depend on whether your supervisor wants to pay overtime for week 2 or whether the second week's time was making up for the first week.

If you hold a position with Law Enforcement and have additional canine duties, Time Reporting Code K9OT1 will be selected in the TRC drop-down for each day of canine duty. You will enter the hours Quantity in the Quantity field. When the TRC processes through Time Admin rules, you will receive an additional amount of pay for the canine duty.

In the example below, the employee has canine duty on Monday.

Timesheet before adding TRC K9OT1

Scroll to far right of the timesheet and click '+' to add a row.

Select TRC K9OT1 from the TRC drop-down and enter the number of hours in the new row under the applicable date.